The Calendar

The Calendar page puts your tasks, tickets and project dates on one month, week or agenda view. Click any date to create a task or ticket that is already due that day.

Overview

The Calendar is for staff only; clients never see it. It shows:

• Tasks on their due date, including faded placeholders for the upcoming occurrences of repeating tasks
• Tickets on their due date
• Projects as a bar from start date to due date
• Routines on assets, locations and clients: the next due date, and lighter dashed placeholders for the dates after it. See Routines.
• Cards from project boards, once you turn the Cards toggle on
• Meetings from your own Google Calendar or Outlook, once you connect it with My calendars. See Google & Outlook Meetings.

Clicking a task opens it in the side panel beside the calendar. There you can change its due date, priority, assignee and notes, or mark it complete.

Opening the Calendar

Click Calendar in the admin menu. The page is not created automatically: the setup wizard (Settings → Setup) adds it when Tasks, Tickets or Projects is on, or you can create a page yourself and choose the Calendar template.

Each client's page also has a Calendar tab. It is the same calendar, limited to that client, and adding something there works a little differently. See On a Client's Calendar Tab.

Mine, Team and Filters

• Mine shows your own work and work for the clients you are assigned to.
• Team shows everyone's work. Only Crew Dashboard managers see this button.

The filters narrow what is on screen:

Filter	Options
Assignee	Anyone, or one person
Status	Open only (the default), Include completed

When you pick one person and you are a Crew Dashboard manager, a View in Crew Dashboard link appears next to the filters.

Showing and Hiding Types

Above the filters is a row of toggles, one per type: Tasks, Tickets, Projects, Routines, Cards and Meetings. Each shows its colour, so the row doubles as a key. Click a toggle to show or hide that type.

• Defaults: everything is on except Cards.
• Meetings only appears once you've connected a calendar under My calendars, and never on a client's Calendar tab.
• Your choices are remembered in your browser, separately for the main Calendar and for a client's Calendar tab.
• With every toggle off, the calendar is empty.

The dashboard calendar widgets don't have toggles and are unchanged.

Views

Switch between Month, Week and Agenda with the buttons at the top right. The calendar remembers your choice.

When the calendar is too narrow for a readable grid — on a phone, or with a side panel pinned — it shows Agenda instead. Your saved view comes back as soon as there is room again.

Creating from a Date

1. Click or tap an empty spot on the day you want. In Agenda, tap the + beside the day's heading instead. The create form opens below the calendar, headed New and the date.
2. Choose Task, Ticket or Project.
3. Type a title in What needs doing?
4. Fill in the fields you need (see below).
5. Click Create task or Create ticket. You can also press Enter in the title box.

The new item appears on that date straight away. Click Cancel or the × to close the form without creating anything.

Projects are not created on this page. Choosing Project offers a Go to Projects button instead, and the date is not carried over, so pick the start date again on the Projects page. (A client's Calendar tab and the Calendar widget can start a project in place.)

On a Client's Calendar Tab

On a client's Calendar tab the create form works like the Calendar widget's:

• Tap or click any date to open the form. A single tap works on phones and iPad; you don't need to press and hold. On a phone the form slides up from the bottom; elsewhere it opens as a dialog in the middle of the screen.
• The date can be changed in the form, and the client is already set: the Client field shows This client.
• Add in the toolbar opens the form for today. In Agenda view, each day heading has a + that opens it for that day.
• Project creates the project right here for this client. Give it a Project name, and optionally a Lead (defaults to Me), a Board template and a Due (optional) date. The date you tapped becomes its start date. Click Create project.

Close the form with Cancel, by tapping outside it, or with Escape. The tab's filters work the same as before.

The Create Form

For a ticket, you also need to tick Opening a ticket emails staff right away — I understand. The Create ticket button stays disabled until a client is chosen and the box is ticked.

Relating to a Project, Asset or Location

Link the new task or ticket to one project, asset or location:

1. Under Relate to, click Project, Asset or Location
2. Pick from the list that appears, or type to search it
3. To remove the link, click None

• If you have chosen a client, the search only shows that client's items.
• If you pick an item before choosing a client, the form fills in the item's client for you.
• An item that belongs to a different client can't be linked. You'll see a message such as That asset belongs to Acme Corporation, not the chosen client.
• If you click a type but don't pick an item, the create button stays disabled and the form shows Pick the asset to relate, or choose None.

A task can be linked to one item. The link shows on the task in its side panel. A ticket shows the asset or location in its own Asset or Location field, and a project in its Project field.

Who Can Assign What

Who	Can do
Any staff member	Create tasks for themselves, and create tickets
Crew Dashboard managers, and anyone allowed to manage all tasks	Also create tasks for other people
Administrators and editors	See every client in the Client list and open tickets for any client

Other staff see only the clients who have work in the dates on screen, and can open tickets only for their own client. Otherwise they see You may only create tickets for your own client.

Choosing someone else for a task without permission shows You are not allowed to create tasks for other users.

Rescheduling

Drag an item to another day to change its date. The change saves as soon as you drop it.

• The faded placeholders of a repeating task can't be dragged. Open the task to change how often it repeats.
• A routine's next due date can be dragged if you can edit the routine. That moves this one visit; its schedule doesn't change. Its later placeholder dates can't be dragged. See Routines.
• Meetings from Google or Outlook can't be dragged. Change them in the calendar they came from.
• If a change is still saving and you drag the same item again, you'll see Still saving the last change to that item — try again in a moment.

Notes & Gotchas

• The create form works on one day at a time. Dragging across several days shows Select a single day to create something there.
• Opening a ticket emails staff immediately, which is why the form asks you to confirm first.
• If a date range holds too many items to draw, a message asks you to narrow the filters.
• On a project's own Calendar tab, clicking a date adds a board card instead of opening this form. See Adding a Card on a Date.

Related Pages

• Creating & Editing Tasks
• Advanced Task Options — repeating tasks
• Project Calendar — the calendar on a single project
• Google & Outlook Meetings — show your own meetings on the Calendar